Digital infrastructure for regulated Australian businesses
Everything in place,before it is requested.
ClinicTrace Australia keeps your policies, credentials, registers and logs in one structure, with an owner and a next date on every record. Reminders arrive by email before those dates pass, and a dated record export is ready when Queensland Health, your council, Ahpra or your insurer asks.
$1,190 + GST per clinic, per year. Registering interest is free and is not a purchase.
Built first for nurse-led cosmetic and aesthetic clinics in Queensland.
The operational problem
A clinic can have every document and still struggle to produce it when asked.
The documents usually exist, but they sit in a shared drive, an inbox, a renewal spreadsheet and a paper file at reception. Each request starts with a search and ends with checking whether the copy found is the current one.
- Professional indemnity certificateLocate
- Infection prevention policyCheck
- Staff training recordsConfirm
- Incident and equipment registersCompile
Possible locations
Any of the four items could be in any of these places.
- Shared driveFolders and subfolders
- InboxAttachments and threads
- SpreadsheetDates and follow-up
- Paper fileOriginal records
Who tends to ask, and when
- 01
Queensland Health asks how scheduled medicines are bought, stored and supervised at the clinic.
- 02
Your local council, such as Brisbane City Council, asks to see infection control records for the premises.
- 03
An Ahpra notification asks which policies, training and consent processes were in place.
- 04
An insurer’s renewal asks which policies and practitioner credentials the clinic holds.
- 05
A nurse or practice manager leaves, and the records they kept need a new owner.
Inspections and notifications
When the notification arrives, show what the clinic has in place.
Queensland Health, your local council and Ahpra each work from their own legislation, guidelines and conditions, and those sit alongside professional standards and the decisions that interpret them. It’s a lot to keep across, and it changes.
ClinicTrace gives you a dated, organised account of what the clinic holds, who is responsible for it, when it was last reviewed and which rule each record answers to. Nobody can promise the outcome of an inspection, but this is how a clinic shows, in good faith, that it has taken each requirement seriously.
What you can show on the day
- 01What the clinic holds
- Each of the 100 record slots shows the document the clinic adopted, who adopted it and when.
- 02The rule behind each record
- Slots and modules name the legislation or guideline they’re built from, and how binding it is: legislation, regulator guidance or a department’s reading of the law.
- 03Who reviewed it
- Reviews are confirmed by a named person against the wording they were shown, with the date.
- 04What applied at the time
- The sources cited when a document was adopted stay on the record, even after a rule changes.
- 05Your reasons, in writing
- Anything the clinic decides doesn’t apply stays listed, with the reason and the name of the person who decided.
- 06Changes as they happen
- When a cited source changes, Stoneglow Digital reads the change and lets the clinics whose records cite it know.
All of it goes into one dated record export you can hand over on the day.
Example clinic
See the clinic’s records as a working system.
This example clinic holds 18 sample records. Try these three things before you register.
All clinic records
Documents, owners and dates across the example clinic.
All records: 18 sample records. Selected: Professional indemnity insurance.
What each state means
- Recorded
- A document and its dates are entered.
- Review due
- An entered review or renewal date is approaching.
- Overdue
- An entered date has passed.
- Not recorded
- Nothing has been added yet. The record still has an owner, so the gap stays visible.
Your own workspace starts with 100 record slots across 12 modules, each with guidance on what belongs in it.
Register interestHow it works
From the files you already hold to records that stay current.
Your team sets up the workspace at its own pace, working through the slots with the documents the clinic already holds.
- 01
Work through the record slots
Your workspace opens with 12 modules and 100 record slots. Each slot says what belongs in it and where the content comes from.
- 02
Add documents, owners and dates
Upload what you already hold, name who is responsible and enter the next review or renewal date. If a slot doesn’t apply to your clinic, record why and it stays visible with your reason.
- 03
Get reminders before dates pass
ClinicTrace emails the clinic 90, 60, 30 and 7 days before an entered date, then weekly once it has passed.
- 04
Export when it is asked for
Create a dated record export: one file with your uploaded documents embedded, which opens in a browser without a ClinicTrace login.
What’s inside
What every ClinicTrace workspace holds.
Every workspace starts with the same 12 modules and 100 record slots. Each slot says what belongs in it, what makes it hold up and where the content comes from. Where a law or published guideline applies, the slot and its module name it. Your clinic supplies the documents and decides what applies.
Also included are six registers, including clinical incidents and complaints, plus operational logs, practitioner credentials and an activity log showing who did what and when.
Get the sample record export by emailRegistering brings a sample of a clinic’s record export: 25 slots across three modules, filled in, as one file that opens in a browser. To see all 100 slots filled, and what a clinic can put in front of Queensland Health, a council or Ahpra, ask for a demo call when you register.
- 01Clinic profile and registrations8 record slots
- 02Practitioner credentialingHeld per practitioner
- 03Clinical governance12 record slots
- 04Treatment SOPs12 record slots
- 05Emergency and complications13 record slots
- 06Scheduled medicines10 record slots
- 07Infection prevention and control10 record slots
- 08Equipment and facility7 record slots
- 09Advertising and marketing8 record slots
- 10Privacy, records and data7 record slots
- 11Complaints and feedback4 record slots
- 12People and workplace9 record slots
Boundaries and security
What ClinicTrace records, and where it stops.
- No patient information
- There is no field anywhere in ClinicTrace for a patient’s details, and upload guidance asks clinics to keep patient information out of documents.
- Guidance for every slot
- Each slot explains what belongs in it and where that comes from. Your clinic writes its own policies, so the content reflects how the clinic actually works.
- Records without judgements
- A record shows as recorded when a document and its dates are entered. ClinicTrace doesn’t assess whether a document is adequate or whether a clinic meets any standard.
- Medicines arrangements only
- ClinicTrace records how medicines are purchased, held and supervised. It is not a drug register and holds no medicine movements.
- Australian built and hosted
- ClinicTrace is built in Brisbane, and records, uploads and nightly backups are held in Sydney. Sign-in uses emailed links, and owners and administrators must use two-factor authentication.
- You can take everything with you
- A record export gives you one file with your documents embedded. If a clinic closes its account, its data is deleted and backup copies expire within 35 days.
Annual access
$1,190 + GST
per clinic, per year, which is about $99 a month billed annually.
- All 12 modules and 100 record slots, with guidance and named sources
- Email reminders at 90, 60, 30 and 7 days before entered dates
- Six registers, operational logs and practitioner credentials
- Dated record exports with your documents embedded, each file opening from the export
- Weekly checks on every cited source, with any change read by a person and passed on to the clinics whose records cite it
- Records and backups held in Sydney
- Logins for the clinic owner and up to 5 staff, each named in the activity log
Document migration (optional)
$850 + GST, one-off
Stoneglow Digital loads the documents you already hold into the right slots, so your team starts with them in place.
Registering interest is not a purchase, and no payment details are asked for.
Register interestQuestions clinics ask first
Why pay for a workspace that starts without documents?
The structure and guidance are what the subscription covers. Your workspace opens with 12 modules and 100 record slots, each explaining what belongs in it and where the content comes from. Anything missing stays visible with an owner until it’s added.
How is this different from a shared drive?
A shared drive stores files. ClinicTrace also records what each file is for, who is responsible for it and when it’s next due, and emails the clinic before that date passes.
Will ClinicTrace get a clinic through an inspection?
Nothing can promise that. ClinicTrace gives you an organised, dated account of what the clinic holds, who reviewed it and which rule each record answers to, so you can show what you have in place when Queensland Health, your council or Ahpra asks. Whether a document meets a standard is for the clinic, its advisers and the regulator to judge.
Which states does the guidance cover?
The guidance is written for Queensland first. Where a slot draws on Queensland legislation, the slot names it, so a clinic in another state can see which parts are state-specific.
How many logins does a clinic get?
The clinic owner plus up to 5 staff logins, included in the annual price. Separate logins mean the activity log and every review show who did what, and a login can be removed the day someone leaves.
Who sets it up?
Your team does, at its own pace, using the documents the clinic already holds. If you’d rather hand it over, Stoneglow Digital can load the documents you already hold into the right slots for $850 + GST.
What happens to the records if a clinic leaves?
A record export gives you one file with your documents embedded. If a clinic closes its account, its data is deleted and backup copies expire within 35 days.
Can clinics use it now?
Not yet. Register interest and Stoneglow Digital will email you when clinics can start using it.
Register interest
Leave your details and Stoneglow Digital will email you when clinics can start using ClinicTrace Australia. Your details won’t be used for anything else.
The confirmation brings a sample record export, 25 slots filled, attached as one file. Tick the demo call and Stoneglow Digital will arrange a time to show a workspace with all 100 slots filled.
Registering interest is not a purchase, and no payment details are asked for.
Details are sent to clinictrace@stoneglowdigital.com.au.
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